Events & Membership Coordinator- Innovate Bay

Innovate Bay is a startup incubator and collaborative innovation ecosystem in Fremont California designed to support entrepreneurs researchers and early-stage companies. We provide founders and innovators with access to workspace programming community connections and resources that help turn promising ideas into growing ventures.

Our goal is to create a welcoming highly engaged environment where entrepreneurs can connect collaborate learn and build.

The Events & Membership Coordinator supports the day-to-day operations member experience and community programming of Innovate Bays Fremont co-working and innovation space. Reporting to the Managing Director overseeing Innovate Bay this highly visible hands-on role serves as a primary point of contact for members prospective members guests event participants and community partners while coordinating events supporting membership growth and ensuring smooth space operations.

The ideal candidate is personable resourceful highly organized and comfortable working independently in a dynamic entrepreneurial environment. This is a non-exempt part-time in-person position in Fremont California working up to 29 hours per week with occasional evening or weekend availability for scheduled events.

• Serve as a primary point of contact for members prospective members guests and community partners.

• Coordinate new-member onboarding orientation access and ongoing member communications.

• Respond promptly and professionally to member questions requests and facility needs.

• Manage co-working memberships workspace assignments lockers conference room reservations and related administrative records.

• Conduct tours for prospective members and clearly communicate membership options amenities and community benefits.

• Follow up with prospective members and support the conversion of qualified leads into active memberships.

• Build relationships with members and proactively identify opportunities to strengthen engagement collaboration and retention.

• Foster a welcoming inclusive professional and community-oriented environment.

• Plan coordinate and execute community programming such as founder roundtables networking events workshops speaker programs pitch events and community gatherings.

• Coordinate event logistics including scheduling room setup registration catering audiovisual needs signage supplies vendor coordination and attendee communications.

• Support external ecosystem partner and sponsored events hosted at Innovate Bay.

• Serve as an on-site point of contact during events and coordinate event setup execution and breakdown.

• Maintain event calendars planning timelines registration information and post-event records.

• Gather participant feedback and track attendance and engagement to help improve future programming.

• Coordinate with internal stakeholders speakers sponsors vendors and community partners as needed.

• Support the smooth daily operation of the Fremont co-working and event space.

• Conduct regular walkthroughs to ensure workspaces meeting rooms common areas and event spaces are organized welcoming and ready for use.

• Monitor office hospitality and event supplies and coordinate replenishment as needed.

• Identify facility technology or maintenance issues and coordinate or escalate requests for resolution.

• Maintain accurate room schedules membership information event records and other operational documentation.

• Help establish and maintain clear procedures that improve the member and guest experience.

• Support membership outreach tours follow-up and retention activities.

• Develop relationships with founders entrepreneurs students researchers community organizations and ecosystem partners.

• Help identify programming and partnership opportunities that strengthen Innovate Bays startup community.

• Track membership prospective-member event attendance and engagement metrics.

• Prepare basic reports and recommendations based on membership and event data.

• Support community communications and promotion of upcoming programs through email newsletters digital platforms and other communication channels.

• Perform other related duties as assigned.

• One (1) year of professional experience in event coordination hospitality community management customer/member experience co-working operations program coordination or a related field.

• High school diploma or equivalent.

• Demonstrated experience coordinating multiple tasks schedules events or customer/member requests.

• Strong verbal and written communication skills.

• Strong organizational skills and attention to detail.

• Ability to work independently exercise sound judgment and manage changing priorities.

• Proficiency with Google Workspace or comparable productivity applications.

• Ability to learn and use membership management scheduling event registration and digital communication platforms.

• Ability to work on-site in Fremont and maintain reliable transportation to fulfill position responsibilities.

• Ability to work occasional evenings and weekends based on the event schedule.

• Associates or bachelors degree in business hospitality communications marketing event management entrepreneurship or a related field.

• Two (2) or more years of relevant event community hospitality co-working or program coordination experience.

• Experience working in a co-working space startup incubator accelerator innovation hub university entrepreneurship program or similar community environment.

• Experience coordinating events from initial planning through on-site execution.

• Experience with membership or customer relationship management systems event-registration platforms or CRM software.

• Experience supporting membership sales lead follow-up customer success or community retention.

• Familiarity with the Fremont East Bay or broader Silicon Valley startup and entrepreneurial ecosystem.

• Experience creating basic digital communications newsletters event promotions or social media content.

• Strong interpersonal and relationship-building skills with the ability to engage professionally with entrepreneurs executives students partners vendors and community members.

• Excellent customer-service and member-experience orientation.

• Strong event planning logistics scheduling and organizational skills.

• Ability to anticipate needs identify problems and take appropriate action with limited supervision.

• Ability to manage competing priorities while maintaining accuracy and professionalism.

• Ability to maintain confidential or sensitive membership and organizational information appropriately.

• Strong written communication and basic business correspondence skills.

• Ability to work collaboratively across teams and with external partners.

• Comfort learning new technology and digital systems.

• Ability to use sound judgment when addressing member concerns or operational issues.

• Demonstrated commitment to fostering a welcoming inclusive collaborative and respectful environment.

• Duties are primarily performed in an active co-working office and event environment.

• The position requires regular interaction with members visitors vendors speakers and event participants.

• Must be able to move throughout the facility and periodically sit or stand for extended periods.

• Event responsibilities may require moving tables chairs event materials supplies and equipment.

• Must be able to lift and carry up to approximately 25 pounds with or without reasonable accommodation.

• Occasional evening and weekend work may be required based on scheduled programs and events.

• Local travel may occasionally be required for supplies meetings or community events.

Salary Range: $30.00$36.00 per hour depending on experience.

The anticipated hiring rate will be determined based on the candidates qualifications experience skills and other job-related factors.

This position will work up to 29 hours per week and may have the opportunity to transition to full-time employment based on organizational needs performance and the continued growth of Innovate Bay.

To be determined.

For full consideration applicants should submit:

• A current resume.

• A brief letter of interest describing relevant experience in event coordination community/member engagement hospitality co-working operations or related work.

• Contact information for professional references may be requested later in the selection process.

Applications will be reviewed as received until the position is filled.

This position description is not intended to cover or contain a comprehensive list of activities duties or responsibilities required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Innovate Bay is committed to providing equal employment opportunities to qualified applicants and employees and does not discriminate on the basis of any characteristic protected by applicable federal state or local law. Reasonable accommodations are available to qualified applicants and employees with disabilities in accordance with applicable law.